Property Control System Manual (PCS)

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Effective: 6/9/1986

Revised: 7/1/2012

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PCS 1002–01: Surplus Property—General

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To explain how Surplus Property conducts business

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Surplus Property

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Handling Sensitive Hard Drives in Computers and in Digital Copiers and Printers

Computer Hard Drives

Surplus Property has sole responsibility to remove all data from hard drives received. Hard drives may arrive separately or installed in computer systems.


Hard drives, CPU’s, and memory are not to be removed from obsolete computers unless they are to be used for spare parts for the department’s inventory. Appropriate formatting of hard drives will be required by departments wanting to retain their hard drives. Property Control will work closely with Surplus Property to monitor and inspect hard drives and other components removed by departments to ensure that the removed property is being used for university purposes.

Digital Copier and Printer Hard Drives

Digital copier, printer, and image device hard drives are formatted by ASU’s Digital Document Services prior to being sent to Surplus Property. Digital copier, printer, and image devices that are sent to Surplus Property without first going through ASU’s Digital Document Services are held in a staging area at Surplus Property. ASU’s Digital Document Services staff is alerted and will schedule weekly visits to inspect the imaging devices and will remove the hard drives, wipe them clean, and reformat them. They will re-install them into the imaging devices and Surplus Property will be permitted to offer them for sale to the general public.

Disposal and Sale of ASU Surplus Property

All surplus property is transferred to Surplus Property unless a trade-in is made by the department. When a department has surplus property, the property is transferred to the Surplus Property warehouse by university movers, department personnel, or Surplus Property movers.

After property is transferred to the Surplus Property warehouse, it is available to university departments for a minimum of three calendar days before being made available to the public via retail sales and auction. At the discretion of the Surplus Property manager, some items may not be held for three days. Once property is received at Surplus Property and inventoried, it becomes the property of Surplus Property.

If departments choose the Interdepartmental Sales Rights (ISR) box on the Disposal Request, the proceeds from the sale of property costing more than $2,000 per unit are distributed to the transferring department in accordance with the Surplus Property Sales Rebate Schedule at the end of this policy.

If after three calendar days property has not been reassigned to another department, it is declared surplus property and made available for sale to the general public by means of retail sales and auction. If ISR is reserved and the property is not sold within 30 days, Surplus Property will contact the department to request a better asking price. If Surplus Property and the department cannot agree upon a reasonable asking price, Surplus Property retains the option of returning the property to the department.

Sales of scrap (metals, aluminum, copper, etc.) are offered to the general public via auction.

External sales of surplus property by department personnel must be coordinated with Surplus Property per the procedures outlined in PCS 1002–09. The distribution of proceeds from the sale of property will be in accordance with the following rebate chart.

Surplus Property Sales Rebate Schedule
Sales Price
Greater Than
But Not
More Than
Rebate to
Department is
Of the Amount
More Than
$ 0 $ 2,000 $ 0%
$ 2,001 $ 5,000 $ 80% $ 2,001
$ 5,001 $ 10,000 $ 2,000 + 90% $ 5,001
$ 10,001 $ 20,000 $ 5,001 + 95% $ 10,001
$ 20,001 $ 10,001 + 98% $ 20,001


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For more information, see:

  1. PCS 1002–02: “Disposal of Equipment to Surplus Property”
  2. PCS 1002–03: “Redistribution of Equipment to University Departments”
  3. PCS 1002–04: “Retail Sales and Auctions”
  4. PCS 1002–06: “University Employee Purchases”
  5. PCS 1002–07: “Temporary Warehouse Storage”
  6. PCS 1002–08: “Sponsor-Titled Equipment”


  7. PCS 1002–09: “Off-Site Surplus Property Sealed Bid Sales.”

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